AP Batch File Formats | Overview
Because companies can have multiple accounts payable (AP) centers with different requirements, Legal Tracker supports multiple formats for the invoice spreadsheet and the invoice summary pages that are included in the AP batch.
Company system administrators can create custom invoice formats and invoice summary formats. When you set up your invoice formats, you identify which columns from your invoice spreadsheet to import into Legal Tracker.
Two spreadsheet formats are supported:
- Single-row format: Each invoice is represented by a single line. All invoice accounting code allocation rows are listed in the same line in the AP batch invoice spreadsheet. The standard row is the only source for the accounting code allocation rows content from the invoices. There is one standard row for each invoice included in the invoice spreadsheet.
- Multi-row format: Each invoice is represented by multiple lines. Each invoice accounting code allocation row is listed on a separate line.
Simple and Enhanced Accounting Modes
Simple mode allows you to allocate three different types of accounting codes and a maximum of ten allocation rows for use in matters and invoices. Enhanced accounting code mode lets you allocate a maximum of ten different types of accounting codes and a maximum of 100 allocation rows. Company systems administrators define the accounting mode during setup.
Simple accounting code allocations: A single-row format standard row can have a maximum of three accounting code types, as well as other columns for each allocation row from the source invoice. The standard row column selections can contain each of these columns for each of the source invoice allocation rows. There could be as many as ten source invoice allocation rows, so there could be at least 30 columns in the standard row column selections.
note
Single-row format is usually not a good choice for enhanced mode accounting code allocations. Invoice spreadsheets with more than 70 columns can have output performance problems.
Enhanced mode accounting code allocations: A single-row format standard row can have a maximum of ten accounting code types, as well as other columns for each allocation row from the source invoice. The standard rows column selections can contain each of these columns for each of the source invoice allocation rows. There can be a maximum of 100 source invoice allocation rows, so there could be at least 100 columns in the standard row column selections.
Tracker Configuration | Maximum Accounting Code Types (columns) | Maximum Accounting Code Allocations (rows) | Supported AP Batch Invoice Spreadsheet Formats |
|---|---|---|---|
Simple (mode) Accounting Code Allocations | 3 | 10 | Single-row |
Enhanced (mode) Accounting Code Allocations | 10 | 100 | Single-row and multi-row. Multi-row is the default option for enhanced mode. |
Invoice Spreadsheet Content Order
Item | Scope | Invoice Spreadsheet Allocation Format | Required / Optional | Notes |
|---|---|---|---|---|
File Header | Batch file | Single-row & multi-row | Optional | N/A |
Invoice Header | Invoice | Single-row & multi-row | Optional | N/A |
Standard Row Column Headers | Invoice | Single-row & multi-row | Optional | N/A |
Standard Row | Invoice | Single-row & multi-row | Required | Contains allocation information only if single-row format |
Allocations Header | Invoice Allocations | Multi-row only | Optional | Only available for multi-row format |
Allocation Row Column Headers | Invoice Allocations | Multi-row only | Optional | Only available for multi-row format |
Allocations Rows | Invoice Allocations | Multi-row only | Required | Only available for multi-row format |
Allocations Trailer | Invoice Allocations | Multi-row only | Optional | Only available for multi-row format |
Invoice Trailer | Invoice | Single-row & multi-row | Optional | N/A |
File Trailer | Batch file | Single-row & multi-row | Optional | N/A |
Invoice Inclusion Rules
- Reversed is the record of the invoice that was reversed. In other words, the original invoice is marked as reversed.
- Reversal is the memo entry that Tracker generates when the invoice is reversed (for example, 123-Reversal). This is a negative invoice/credit memo.
- The default for reversal and credit is set toNo, because some accounts payable programs cannot accept a negative invoice for import. If you are unsure whether to include the reversal or credit invoices, check with your accounts payable department for help.
- When you edit the AP spreadsheet format to include reversed/reversal invoices, the next AP batch will include all historical reversed invoices for that AP route.
- For reversal invoices to be included, ensure that credit invoices are included as well (both checked on the invoice spreadsheet format).
Reversed and Reversal Invoices on Invoice Summaries
The selection for inclusion of reversed/reversal invoice you made on the invoice spreadsheet format for a route also applies to the invoice summary format on the route. You cannot make a choice on the invoice summary format itself, but looking at the corresponding invoice spreadsheet format provides the inclusion rules for that route.
Invoice summaries sometimes are included in the .zip file of approved invoices If a vendor submits a non-LEDES invoice but does not include an attachment, Legal Tracker creates an invoice summary for that invoice and includes it in the .zip file of approved invoices. For this reason, it is important that you are familiar with the invoice summary format, even if you do not intend to include summaries in your AP batches.